Privacy Policy

Last updated: 1 May 2026

1. Introduction

My Visitor Book ("we", "our", "us") operates the visitor management platform at myvisitorbook.in. This Privacy Policy explains how we collect, use, and protect your personal information.

2. Information We Collect

  • Visitor data: Name, phone number, email (optional), designation, organisation, purpose of visit, and photograph captured at reception.
  • User accounts: Name, email, phone number, and role for platform users (admins, subscribers, reception staff, and employees).
  • Lead enquiries: Name, email, phone, organisation name, and branch count submitted via the public enquiry form.
  • Usage data: Booking requests, visit logs, and notification delivery records.

3. How We Use Your Information

  • To manage and facilitate visitor check-ins and appointments.
  • To send transactional notifications via email (Brevo) and WhatsApp (Meta Cloud API) — such as booking confirmations, visitor arrival alerts, and appointment updates.
  • To generate visitor reports for subscribing organisations.
  • To respond to lead enquiries and provide product information.

4. Data Sharing

We do not sell your personal data. We share information only with:

  • Service providers: Brevo (email delivery), Meta/WhatsApp (message delivery), DigitalOcean (hosting and storage).
  • Subscribing organisations: Visitor data is shared only with the organisation being visited and only for the purpose of managing the visit.

5. Data Storage & Security

Your data is stored securely on encrypted servers. Visitor photographs are stored on DigitalOcean Spaces with restricted access. Passwords are hashed using bcrypt and are never stored in plain text.

6. Data Retention

Visitor records are retained as long as the subscribing organisation maintains an active account. Lead enquiries are retained until resolved. You may request deletion of your data at any time.

7. Your Rights

You have the right to access, correct, or request deletion of your personal data. To exercise these rights, contact us at the email below.

8. WhatsApp Messaging

We use Meta's WhatsApp Business Cloud API to send transactional messages related to visitor appointments. These messages are limited to booking confirmations, rejections, and visitor arrival notifications. We do not send promotional or marketing messages via WhatsApp.

9. Contact Us

If you have questions about this Privacy Policy, please contact us at myvisitorbook@gmail.com